Adding Collection Information

Adding an Item Record

There are three different ways to add an item to your database:

• Add Item   (Adding an item from scratch)
• Add Item Copy   (Adding a copy of an existing item)
• Add Item and Inventory Copy   (Adding a copy of an existing item and inventory record)

To clone and add an item record only, first choose the item you want to copy as the currently selected record on one of the View screens. Then click "Item Copy", on the menu which will bring you to an add screen with all the fields filled in by the contents of the cloned record.

To clone and add both an item and inventory record, choose an item record as above. You will also need an inventory record specified, which will usually default to the first inventory record associated with the item unless another has been designated in some way. Then click "Item and Inventory Copy" which will bring up an item and inventory add screen with all the fields filled in by the contents of the cloned records.

Whether you are adding from scratch or cloning, the next step is to enter or change the appropriate information for each field.

Some fields contents are chosen from edit tables of valid values using the pull down menus. These edit tables can be modified to contain any values you choose. To learn more about maintenance of these edit tables, please see the Edit Tables section of this guide.

When adding items using record cloning (Item Copy or Item and Inventory Copy), the currently selected item and/or inventory records are always the last ones you added, unless you specify differently.

When you have finished entering all the information about the item, you will need to save the information, or, if you choose, cancel the action.

On the Add "Item" and "Item Copy" screens your choices are:

Adding an Inventory Record

An inventory record is added to a particular Item record - they never stand by themselves. Like the process for adding items, there are three different ways to add an inventory record to your database:

• Add Inventory   (Adding an inventory record from scratch)
• Add Inventory Copy   (Adding a copy of an existing inventory record to the same item)
• Add Item and Inventory Copy   (Adding a copy of an existing item and inventory record)

To add an inventory record, you will first need to choose a currently selected item record to which you will add the inventory record. After you've selected the item, click on "Inventory" under Add in the left menu bar.

To add a clone of an existing inventory record of the currently selected item record, first designate the inventory record to copy by scrolling down to the bottom of the screen to the display table of inventory records associated with that item and click on the arrow in the row you want. Next, click on "Inventory Copy" under Add in the left menu bar. You will only need to make changes to the information that is different from the record you are cloning.

Observe that the gray box near the top of the Add - Inventory screen shows you some of the details of the item record to assure you are adding the inventory record to the proper item. Also, you can scroll to the bottom of the inventory data page to see all details of the item to which the inventory record is being added.

Note: If you want to cause an item to appear on your wish list, simply add an inventory record to the item and click the box in front of Wish List. If you want to add an item to your "for sale" list, click on the box in front of For Sale.

To add a copy of an existing item and inventory record, proceed as described above under adding item records. When entering information about the cloned item and inventory, you will only need to make changes to the fields that are different.

When you are done, click on either: